Support Entities And Functions
Automatic Payment Item
Overview
This feature is used to keep records of the payments items that are automatically set at the moment of creation of a member assignment records. It is the association between the payment item and member assignment.
A screenshot of the Automatic Payment Item feature is available here. Image is shown as reference material; position and names for labels, fields, and buttons are subject to the installed revision, System Parameters and Rendering Control configuration.
Users access Automatic Payment Item from within the menu through this navigation path: Social Security Management ► Affiliation and Contribution Management ► Support Entities And Functions ► Automatic Payment Item.
Visible Fields
The following table lists and describes all visible fields for the Automatic Payment Item feature, in their default order. Note that some fields depends on System Parameters and Rendering Control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.
| Field | Description |
|---|---|
| Payment Item ID | It is a system-generated unique identifier for payment item. |
| Contribution Assignment | It refers to contribution assignment. The system allows users to select the contribution assignment for the payment item using the lookup feature or users can enter manually. |
| Member ID | The system automatically populates the related member ID from the Member. Users are not allowed to make any changes. |
| Payment Item | It is associated with the Payment Item. It allows users to select the payment item using the lookup feature or can enter manually. |
| Coding Block | When users select the payment item the system automatically populates the coding block. |
| Type | When users select the payment item the system automatically populates the type fields information. |
| Start Date | It allows users to select the start date of the automatic payment item. |
| End Date | It allows users to select the end date of the automatic payment item. |
| Frequency | It stores the frequency of the payment. Users define the frequency of the payment through this drop-down list |
| Amount per Frequency | The amount related to the frequency. Users define the value related to the frequency. The default value is set as zero. |
| Rate | Users define the rate of the payment. The default value set as zero. |
| Maximum Per Pay | Users define maximum per pay amount. The default value is set as zero. |
| Maximum Per Year | Users define the maximum per year amount. The default value is set as zero. |
Buttons
The following table describes actions associated with the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the Automatic Payment Item feature.
| Button Image | Description |
|---|---|
 | The New button allows users to switch to insert mode. This action button allows users to create automatic payment item. |
 | The Search button allows users to switch to search mode. |
 | Calendar date-pickers allow users to select on a visual calendar a specific date. Within Automatic Payment Item, it is used to select the paymen start date and payment end date. |
 | Once a record has been created or searched for, users can return to the results screen when necessary. |
 | Present a list of existing items as per the selected filter criteria. From the list users may select one record to retrieve the stored information. |
Contributions Pay Code
Overview
This entity will be the catalog to be used to set up the subjects to be considered for the calculation of a payroll either collections or benefits.
Navigation
Social Security Management ► Affiliation and Contribution Management ► Support Entities And Functions ► Contributions Pay Code
Contributions Pay Code Screen Fields and Tab
| Fields | Description |
| Application ID | Displays the ID / Code of the Contributions Pay Code record. It is a system generated field. |
| Number of Pay Periods per Year | To define Number of Pay Periods per Year. |
| Number of work days in Period | To define Number of work days in Period. |
| Number of work days in the year | To define Number of work days in the year. |
| Average day of working days in year | To define Average day of working days in year. |
| Average day of working days in month | To define Average day of working days in month. |
| Number of calendar days in year | To define Number of calendar days in year. |
| Average calendar days in month | To define Average calendar days in month. |
| Active | To indicate if the pay code is active and can be used in calculations of payrolls. True by default. |
| Is Used for Contributions Payroll | This attribute indicates that this pay code will be used for Contribution Payroll Calculation. Only one active record can be True. False By default. |
| Language | Required language can be selected to register the description. |
| Description | A description of the Contributions Pay Code are to be defined in this field. |
| Pay Period tab | This entity will be used to set up the periods that a pay code applies. |
Pay Periods Tab
Overview
This entity allows the user to set up the periods that a pay code applies. This is the catalog entity that must be configured to handle the Pay Periods.
Pay Periods Tab Screen Fields
| Fields | Description |
| Sequence | This is manually entered by the user. This is to decide the order of pay periods will be calculated. This is not necessarily a unique number. Many of the records can have 1 and many can have 2 |
| Fiscal Year | Fiscal year the pay period belongs to. |
| Status | To indicate if the period is Open or Closed. When the Deadline for Payroll is reached, system will execute the Payroll calculation Process and, in that process, system will change de value for this field. If this field = "Closed" no transactions can be recorded for this Pay Period. Only one record can be = "Open" in a Fiscal Year at a time per Pay Code. Default value = "Not Processed". |
| Rate Date for Estimated Payroll | Date estimated to generate the estimated payroll. User defined. |
| Date for Collections Payroll | Date estimated to generate the collection payroll. User defined. |
| Deadline for Payroll | Last day the payroll most be paid. User defined. |
| From Date | Start date of the period. User defined. |
| To Date | End date of the Period. User defined. |
| Language | Required language can be selected to register the description. |
| Period Name | User defined name of the period. |
| Pay Period Institution tab | List of Institutions to be processed in the collection Payroll. |
Pay Period Institution Tab
Overview
This entity allows the users to set up the Institutions to be included in a collection payroll in a pay period.
Pay Period Institution Tab Screen Fields
| Fields | Description |
| Sequence | System generated sequence number. |
| Member Institutio | Institution included in the list for the collection payroll. |
| Status | This indicates the status of a payroll for a specific Member Institution. Default value = "Projected". |
| Receipt Number | When Status = "Finalized" system assign the value using as reference Billing Receipt Number parameter. This parameter has the INITIAL billing receipt number and then when the pay period institution is being created, system will retrieve the max billing receipt number adding 1. If the max is zero, then system will set what is defined on the system parameter as the Initial Billing Receipt Number |
Payment Item
Overview
This entity is a catalog that keeps records of the payment items such as: Member Contributions, Employer Share, loans, etc.
Navigation
Social Security Management ► Affiliation and Contribution Management ► Support Entities And Functions ► Payment Item
Payment Item Screen Fields
| Fields | Description |
| Payment Item ID | System generated. |
| Active | To indicate if Payment Item can be used and reference. True by default |
| Is Based on Salary | To indicate if the item included in a collection payroll is based on salary. False by default |
| Type | To classify the type of Payment Item |
| Frequency | To indicate the frequency the Payment Item applies. |
| Rate | Rate. User defined. |
| Based on | To indicate the basis of the payment item during a collection payroll calculation. |
| Sequence | This is manually entered by the user. This will decide the order these payment items will be calculated. This is not a unique number, Many of the records can have 1 and many can have 2. |
| Used for Arrears | This flag indicates if the payment item is an arrear. False by default |
| Coding Block | A Payment Item can have only 1 coding block associated to it where COA Group entity has budget execution = true. |
| Inactive Date | When a date is entered the Payment Item will no longer be available from that date on. Default value is Null |
| Language | |
| Name | Payment Item Name |
| Description | Payment Item Description |
| Effective Dates | Collection of effective date |
Payment Item Effective Date
Overview
This entity is to list the effective dates for a Payment Item.
Payment Item Effective Date Screen Fields
| Fields | Description |
| Correlative Number | Index number. |
| Effective Date | This date decides when this payment item is effective. |
| Is Current | Only 1 record can be = True at a time per Payment Item ID. |
| Rate | Default value is 100. |
| Maximum Amount | Maximum amount allowed to the payment item associated on an effective date. |
| Minimum Amount | Minimum amount allowed to the payment item associated on an effective date. |